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How to: Process Cash Receipts

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Cash receipts or deposits are registered using a cash receipt journal. A cash receipt journal is a type of general journal, so you can use it to post transactions to general ledger, bank, customer, vendor, and fixed assets accounts. You can apply the payment to one or more debit entries when you post the payment, or you can apply the posted entries later.

To fill in and post a cash receipt journal

  1. In the Search box, enter Cash Receipt Journal, and then choose the related link.

  2. Select the relevant batch in the Batch Name field.

  3. Fill in the Posting Date field.

  4. In the Document Type field, select Payment..

  5. The Document No. field is filled in by the number series assigned to the batch.

  6. Use the External Document No. field to store an identifier such as the customer's check number. If the column is not visible, open the shortcut menu for the column headings, and then choose Choose Columns to add it.

  7. In the Account Type field, select Customer.

  8. Select the proper Account No.

  9. If you want to post the application at the same time as you post the journal, do one of the following.

    Posting option Process

    To record a full invoice payment.

    In the Applies-to Doc. No. field, select the line to which payment should be applied.

    To record a partial invoice payment.
    1. In the Amount field, enter the amount you wish to apply as a negative number.

    2. In the Applies-to Doc. No. field, select the line, and choose the OK button.

    If you are recording full payment for multiple invoices.
    1. On the Actions tab, in the Functions group, choose Apply Entries.

    2. For each line to which the payment is to be applied, select the line, and on the Navigate tab, in the Application group, choose Set Applies-to ID.

    3. When you have finished all the lines, choose the OK button.

    If you are recording a partial payment for multiple invoices.
    1. On the Actions tab, in the Functions group, choose Apply Entries.

    2. On each line to which the payment is to be applied, on the Navigate tab, in the Application group, choose Set Applies-to ID.

    3. Enter a value in the Amount to Apply field. Enter the partial amount as a positive number, and then choose the OK button.

  10. In the Balancing Account Type field, select G/L Account for cash payments, and Bank Account for other payments.

  11. In the Balancing Account No. field, select the cash account for cash payments, or the relevant bank account for other payments.

  12. Post the journal.

See Also

Other Resources

Cash Receipt Journal
Filling In and Posting General Journals
Apply Sales Transactions